Effective Dates: 07/17/2026 - Present

Identification Number:
EM-26028
Intended Audience:DSs/ADs/FOs/CP/PSCs
Originating Office:Field Operations Performance
Title:Routing Instructions for Certified Records Requests with Consent
Type:EM - Emergency Messages
Program:All Programs
Link To Reference:See References at the end of this EM
 

Retention Date: 01/15/2027
    A. Purpose
      This Emergency Message (EM) provides instructions for routing requests for certified records with consent.
    B. Background
      The Social Security Administration (SSA) receives non-programmatic requests for certified copies of SSA records from various requesters, such as private attorneys. Requested records may include copies of medical records, applications, or notices related to an action taken on an individual's record. Technicians must utilize the National Records Center (NRC) to fulfill certified records requests when they are received with consent and without a court order or subpoena.
    C. Third-Party Requests for Certified Records with No Subpoena or Court Order
      If you receive a request for certified SSA records with consent and without a subpoena or court order associated with the request, submit the request to the NRC following the Folder Certification Request process on the NRC Folder Certification Request Site.
        1. Upload the SSA-3288 Consent for Release of Information into Evidence Portal or eView. Include all request related materials, including the date stamped SSA-3288 or other acceptable consent document, third-party letter and any associated documents submitted with the request. (Another written consent document is acceptable if it meets the requirements in GN 03305.003.)

        2. On the NRC Folder Certification site, select “New Request” and complete the required fields.
          NOTE: A separate input is required for each third party listed on the consent document.
        3. The FO should NOT invoice the case or process unsolicited fee payments. The NRC will send an invoice to each third party listed on the consent when the NRC determines that the consent meets the criteria outlined in GN 03305.003 and confirms that the requested records are available.
          This NRC action triggers an automated email to the Field Office (FO) that submitted the request to the NRC.
          4. Once the FO receives the fee payment, they will process it in Social Security Electronic Remittance System (SERS) or if a SERS exception applies as explained in GN 02403.012, the Debt Management System (DMS), and annotate the Status, Payment, and Notes fields on the NRC Folder Certification Site in the section labeled “Waiting for Payment.”
            5. The NRC will process the request to completion, including:
                i. locating all requested documents,
                ii. redacting documents,
                iii. printing the documents,
                iv. preparing the certification with SSA’s ribbon and seal, and
                v. shipping to the third party.
        D. Third-Party Requests for Certified Records with a Court Order or Subpoena
          If you receive a request for certified SSA records (with or without consent) that is associated with a subpoena or court order, forward the request and accompanying documentation to ^LP PFDLaw Subpoenas.

          NOTE: Do NOT share this email address with the public. It is for internal SSA use only.
      For program and technical questions, please consult your in-line management. If further assistance is required, follow official guidance and escalate your inquiry through vHelp as directed.

      References
      NRC Folder Certification User Guide
      NRC Folder Certification Flowchart
      GN 03360.025 Certification of Copies of Documents and Extracts from Records
      GN 03305.003 Consent Documents
      PolicyNet - Messages - EM -26015 Social Security Electronic Remittance System (SERS) – Elimination of Credit and Debit Card payment Option and Card Reader Device Disposal – One Time Only Instructions
      GN 02403.014 Processing Non-Programmatic Fees Received in the Field Office Using the Social Security Electronic Remittance System
      GN 02403.012 Processing Fees Received in the Field Office (FO)
      MS 01105.000 Debt Management System Remittance Process
      EM-26028 - Routing Instructions for Certified Records Requests with Consent - 07/17/2026